POSITION TITLE: Supervisor, Mail Room and Receiving

DEPARTMENT: Facilities SITE: EpiCenter

SALARY SCHEDULE: Senior Career - GRADE: 7

BASIC FUNCTION:

Supervises and manages the college wide mail and EpiCenter receiving operations.

RESPONSIBILITIES:

• Organizes and determines daily schedules for mailroom and receiving staff and establishes work priorities.

• Purchases and maintains records of mailroom, receiving, and warehouse supplies and equipment needed for the operations.

• Maintains records and submits paperwork for reloading of postal meters and permits.

• Coordinates and processes mail in accordance with postal regulations and college policy.

• Estimates mailroom/receiving costs.  Evaluates maintenance agreements on equipment.

• Coordinates college courier services and maintains courier service contract.

• Submits data to the accounting unit to bill other departments for services rendered and related budget adjustments to budget office.

• Conducts periodic inventories and assures that supplies and equipment are functioning well to provide services.

• Prepares annual budget for the unit.

• Supervises, assigns work and evaluates performance of personnel.  Plans and approves vacation and leave time.

• Assures security of UPS, Federal Express, and college check stock items.

• Works with college departments to determine their mail needs and schedules.

• Implements and recommends improvements to operating procedures.

• Coordinates the handling of hazardous or questionable materials and issues of personnel safety with security and safety/environmental departments.

• Coordinates the receipt, inspection, and distribution of all college purchased items and materials received at site.

• Identifies and provides mail and receiving training on a college-wide basis.

• Coordinates compliance with National Change of Address requirements.

• Coordinates mail and receiving services to work in unison with other college departments and with Pinellas County departments housed as part of the EpiCenter.  Actively promotes teamwork.

• Maintains and coordinates use and inventory of EpiCenter warehouse.

• Keeps Director of Facilities Planning advised of important mail or receiving issues.

• Notifies departments of postal regulations and changes in procedures.

• Performs related duties as required.

EDUCATIONAL REQUIREMENTS:

Two (2) years of college with course work in finance, accounting, or business preferred.

 

EXPERIENCE REQUIREMENTS:

Four (4) years of experience in a mail room and/or shipping and receiving, involving customer service and purchasing or other related fields

 

KNOWLEDGE/ABILITIES/SKILL REQUIREMENTS:

 

Knowledge of the operations and procedures involved in a mail room.  Knowledge of the machines and equipment used in a mail room.  Ability to maintain cost and accounting records relating to the operation.  Ability to maintain good relationships with vendors, employees, and administrators.  Skill in mail room management.  Supervisory skills.  Verbal and written communication skills.  Ability to operate computer equipment.  Ability to use on-line receiving system.  

 

Revised: 09/2006